1. Who we are and what this covers
DomeLabs Group LLC is an Illinois limited liability company based in Chicago, Illinois, United States. We operate DentistDome, a website, marketing, chat, and booking service for dental practices, and currently serve and market to customers in the United States. In this policy, “DentistDome,” “we,” “us,” and “our” refer to that company.
This policy addresses personal information handled for our own website, business inquiries, free-homepage walkthroughs, customer relationships, and support. Personal information means information that identifies a person or can reasonably be linked to them.
When we process information on a client practice’s instructions, that practice’s privacy notice and the agreements we have with it also matter. This policy does not replace the practice’s notice or describe every separate DomeLabs™ website or product.
2. Information we collect
The information involved depends on the features you use and the details you choose to provide. Sources include you, colleagues or people arranging a meeting with you, your organization, and the service providers involved in that interaction.
- Contact and business details: your name, email address, phone number, practice or company name, website, role, service interests, and the content of your inquiry or correspondence. This website does not ask for patients’ health information; please do not send it.
- Booking and preparation details: the selected appointment, time zone, meeting method, attendee details, and answers to booking or homepage-preparation questions.
- Chat information: questions, recent conversation context, and the contact details or inquiry you choose to submit. The distinction between a conversation and a submitted inquiry is explained below.
- Meeting information: audio, transcripts, notes, summaries, and participant details associated with recorded or transcribed walkthroughs, sales calls, and customer meetings.
- Customer and account records: account identity, organization and access permissions, support correspondence, project materials, orders, invoices, billing contacts, and payment status. Payment processing can take place through a separate payment provider.
- Technical information: network requests can include an IP address, browser and device information, requested page, referral information, timestamps, and error or security information. Hosting and connected services can process this information to deliver and protect the website.
3. How we use information
We use information for the interaction or business purpose for which it is collected, including to:
- Answer inquiries, communicate about our services, and provide support.
- Arrange walkthroughs, send booking-related messages, and prepare a homepage concept from the information you provide.
- Provide the agreed website and managed services, administer accounts and permissions, and manage billing and customer records.
- Operate and troubleshoot the website and connected services, prevent misuse, and investigate security issues.
- Use meeting recordings or transcripts for internal training, meeting notes, and follow-up summaries for prospects or customers.
- Send promotional communications to subscribers, customers, and people who inquire about our services, where permitted.
- Meet applicable legal obligations, handle disputes, and enforce agreements.
4. DomeChat™ and DomeBook™
An illustration or experience labeled Preview is not a live inquiry or confirmed appointment. Live answers, contact submission, and booking are separate capabilities; the available action and its confirmation identify what has happened.
When connected AI answers are enabled, DomeChat™ sends your question and limited recent conversation context through our platform to OpenAI to help select relevant DentistDome information. Do not include patient names, health details, insurance ID numbers, Social Security numbers, credentials, payment information, or other sensitive records. Input filtering cannot identify or remove every sensitive detail.
The connected DentistDome assistant keeps its active conversation in browser memory. Requesting an answer is separate from submitting a personal-reply request. On a live submission, the selected contact fields and question are saved for our team, and can be included in internal notifications and an acknowledgement email. The full conversation is not saved as the inquiry record; this does not mean the model provider has no retention.
When you confirm a live DomeBook™ appointment, booking and attendee details are processed by our platform and the calendar, meeting, and email services used for that appointment. Preparation answers are associated with the booking. If you add guests, provide only details you are authorized to share. Closing the browser or clearing a chat does not delete a submitted inquiry or booking.
5. Calls, recordings, and transcripts
We use Wispr to record or transcribe walkthroughs, sales calls, and customer meetings for internal training, meeting notes, and follow-up summaries. Depending on the conversation, this information can include participants’ voices, names, business details, and the topics discussed.
Wispr processes meeting content to produce transcripts and summaries. Recording, transcription, and any related sharing are subject to applicable notice and consent requirements. This policy does not replace a meeting-specific notice or consent process, and booking or attending a call is not, by itself, consent under this policy to recording or transcription.
If you have a concern about recording or transcription, tell us before the conversation begins so an alternative can be discussed. Please avoid sharing patient names, health details, or other patient records, credentials, or payment information during a sales walkthrough.
6. Promotional emails
We send promotional emails about DentistDome to subscribers, customers, and people who have inquired about our services. We do not use purchased contact lists or contact-enrichment services.
You can ask us to stop promotional emails by contacting the email address below or using the unsubscribe method provided in a message. Booking confirmations, account notices, and communications needed to provide a requested service are separate from promotional messages.
7. Information collected for a client practice
A dental practice using our website, chat, or booking services chooses the questions it asks and how its team handles each request. For dental practices, DomeChat™ is set up not to ask for symptoms, medical history, medications, or insurance ID numbers. Depending on the connected services, submitted details can be stored in the platform, made available to authorized practice users, and included in email notifications.
For a request concerning information you submitted to a particular practice, contact that practice first. It is responsible for decisions about its patient requests, its records, and the dental care it provides. We can assist with requests concerning the data we process for it, subject to its instructions and our own legal obligations.
We provide these services as the practice’s technology and marketing provider and process that information on its instructions. The practice remains responsible for its own privacy notices and for the health privacy and other obligations that apply to it. Any additional commitments we make to a practice about that information, including any business associate or data-processing agreement, are set out in writing with that practice.
DentistDome is not a dental practice and does not provide dental care. Contacting DentistDome, chatting with an assistant, or booking through our technology does not by itself establish a dentist-patient relationship.
8. Who can receive information
Information can be made available to the people and providers involved in the relevant service. These include providers for hosting and storage, account authentication, payment processing, email delivery, AI-assisted responses, scheduling, video meetings, transcription, website analytics, and error monitoring.
The implemented platform integrations include Supabase for records, Clerk for account authentication, Stripe for billing, Amazon SES for email, and OpenAI for connected AI answers. Supported calendar and video integrations include Google, Microsoft, and Zoom. Hosting, media storage, and monitoring integrations include Vercel, Cloudflare, and Sentry. Which providers receive information depends on the feature and configuration; not every provider is involved in every visit or customer account.
Wispr is used for meeting recording or transcription. Google Analytics measures how this website is used. Microsoft Clarity provides optional masked session replay after a separate browser choice, as explained below. Advertising trackers are not connected.
We do not sell, rent, trade, or give our business contacts’ information to other businesses for their own direct marketing. Disclosures involved in providing services and advertising-related tracking are separate from selling or distributing contact lists.
We may also disclose relevant information to our professional advisors, where required by law or valid legal process, to protect rights or safety, to investigate misuse, with your direction, or in connection with a business transaction such as a merger or sale, subject to applicable law.
If you follow a link to a separate website or use an independently provided service, review that provider’s privacy information. Its own processing may differ from ours.
10. Retention and security
Submitted inquiries, bookings, meeting recordings and transcripts, customer records, and copies in email systems are different from temporary information in the browser. Retention needs depend on the purpose of the record, an ongoing relationship, applicable law and accounting requirements, contractual instructions, and any dispute or preservation requirement.
Our approved retention rule calls for reviewing unconverted sales inquiries and free-homepage preparation answers for deletion after 12 months without a meaningful business interaction, such as a substantive inquiry, reply, or walkthrough. Records should be deleted when they are no longer needed, unless an ongoing relationship, or a documented reason arising from applicable law, a contract, or a dispute, requires continued retention.
This is a review-for-deletion rule, not a promise that every record is erased automatically on a particular date. The review process and its coverage of stored submissions, email copies, exports, backups, and provider-held records still need to be put in place. No automatic deletion process is established by this policy.
The 12-month rule does not set the retention period for active customer records, contracts, accounting records, meeting recordings or transcripts, or information processed for a client practice. Those records need separate rules based on their purposes, applicable obligations, the customer agreement, and the practice’s documented instructions. The remaining schedule and transition procedures are still being finalized. Expiration of a sign-in or booking-management link does not delete the underlying record.
The platform includes technical access controls and authentication for protected accounts. No website, transmission method, or storage system can be guaranteed completely secure. This policy does not claim an independent security certification or that every risk has been eliminated.
11. Your choices and privacy requests
You can choose what to share with us. Some information is needed to answer a request, arrange a meeting, or provide an account or service. You can ask us to update your contact details. Promotional email choices are explained in the section above.
Depending on applicable law and our role in the processing, you may have rights to access, correct, delete, or obtain a copy of information; restrict or object to processing; withdraw consent; or opt out of specified advertising, sale, or sharing. You may also have a right to appeal a decision or complain to a regulator. These rights are subject to applicable conditions and exceptions.
Use the contact below to make a request. Include enough information to identify the relevant interaction, but do not send identity documents or sensitive records in the first message. We may need to verify your identity or the authority of a representative before acting. Requests are handled in accordance with applicable law, including any applicable response deadlines.
You can turn Google Analytics or optional session replay off for this browser in the cookies and analytics section above. Turning off analytics also stops session replay, and a Global Privacy Control signal keeps both off automatically. Advertising trackers are not connected.
12. Processing locations
DentistDome is based in Illinois and currently serves and markets to customers in the United States. That does not mean every service provider stores or processes every record exclusively in the United States. Processing locations and transfer arrangements depend on the provider and account configuration.
Contact us if you have questions about processing locations for a particular service or the arrangements that apply to your information.
13. Children’s information
The DentistDome marketing website and business offer are intended for professional use, not directed to children. Please contact us if you believe a child has provided personal information so the situation can be reviewed under applicable law.
A client practice’s handling of information about its patients, including children, is separate and governed by its services, notices, and legal obligations.
14. Changes to this policy
We may update this policy to reflect changes in our services, information practices, or applicable requirements. The Updated date above identifies the most recent revision. We will provide additional notice or obtain consent where required by applicable law.
Privacy questions or requests
Contact DentistDome about this policy or information you have shared with us. Please describe your request without including sensitive records or patient information.
sales@dentistdome.comPlease do not send patient health details, insurance ID numbers, X-rays, passwords, or payment details.